Setting Up and Using the General Ledger Interface

Setting Up and Using the General Ledger Interface In this document:, 1 Exporting Transactions from AcuityLogic, 10 Setting Up the Interface in MAS 90/MAS 200, 12 Importing Transactions into MAS 90/MAS 200, 15 The General Ledger Interface allows you to export general ledger (G/L) transactions from AcuityLogic On-Premises to such external, business-grade accounting systems as Sage Software MAS 90 and MAS 200. After setting up the General Ledger Interface, you will be able to export general ledger transactions from AcuityLogic Admin after the close of the month and import them into your accounting system. Setting Up the General Ledger Interface This section describes how to set up the General Ledger Interface, including how To add or modify general ledger accounts, 1 To chose which GL Center is used, 2 To map inventory general ledger accounts, 3 To set up a general ledger exception, 6 To assign office-based account segments, 8 To enable the general ledger interface, 9 To add or modify general ledger accounts 1. Open AcuityLogic Admin. 2. Click Company and select Types/Reference. 3. Click GL Account. 4. Click Add to create a new general ledger account or click Edit to modify an existing one. 5. Type the general ledger account number in the Account Number text box. All account numbers must contain the same number of digits. 6. Type a descriptive name for the account in the Account Name text box. Setting Up and Using the General Ledger Interface 1

7. Click Insert or Update to save your changes. 8. Click Return when you are finished. To chose which GL Center is used AcuityLogic enables you to select, by transaction type, whether you want to export transactions to subaccounts based on individual office locations or accounts based on the company as a whole. 1. Open AcuityLogic Admin. 2. Click Company and select Company Setup. 3. Click GL Setup. 2 Setting Up and Using the General Ledger Interface

4. For each transaction type that you want to edit, perform the following steps: a. Click Edit. b. Select Company or Office from the Center Mapping drop-down menu. c. Click Update. 5. Click Return when you are finished. To map inventory general ledger accounts After you map your inventory general ledger accounts, you can able to post inventory transactions that will reflect the current inventory on-hand, work in progress, and inventory in-transit quantities. These mappings include credits and debits for each inventory transaction type. 1. Open AcuityLogic Admin. 2. Click Company and select Company Setup. 3. Click the GL Setup hyperlink next to your company s name. 4. Select Inventory from the Source drop-down menu. Setting Up and Using the General Ledger Interface 3

5. To export the general ledger inventory transaction types and information at any time and view them in a Microsoft Excel spreadsheet, click Export. 6. Click Edit next to an inventory transaction type. If no inventory transactions are displayed, contact AcuityLogic Customer Care and request that they add the default general ledger mappings to your company. 7. To map a transaction type by an account and record a general ledger account number for the transaction type, follow the instructions below; otherwise, go to step 8 to map an Inventory, InventoryInTransit, WIP, or COGS transaction type by an item type and record a general ledger account for one of these transaction types or go to step 9 to map an Inventory Adjustment transaction type by a reason and record a general ledger account for the transaction type. a. Select Account from the Account Mapping column drop-down menu. b. Select a general ledger account number for the transaction type from the GL Account Number column drop-down menu. c. Click Update. 8. To map an Inventory, InventoryInTransit, WIP, or COGS transaction type by an item type and record a general ledger account for one of these transaction types, follow the instructions below: a. Select ItemType from the Account Mapping column drop-down menu. b. Click Map Item Types. c. To assign the same general ledger account number to all item types associated with the account type, select a general ledger account number from the Inventory Account Number drop-down menu and click Apply to all Item Types. d. To select a different general ledger account number for an inventory item type, click Edit next to the item type in the table at the bottom of the window, select a new general ledger account number from the 4 Setting Up and Using the General Ledger Interface

Inventory GL Account Number column drop-down menu, and click Update. Only item types with the Inventory check box selected in the Item Type window (AcuityLogic Admin>Company>Types/ Reference>Item Type) are displayed in the table at the bottom of the GL Setup by Item Type window. e. Click Return. f. Click Update. 9. To map an Inventory Adjustment transaction type by a reason and record a general ledger account for the transaction type, follow the instructions below: a. Select Reason from the Account Mapping column drop-down menu. b. Click Map Reasons. c. To assign the same general ledger account number to all inventory adjustment reasons, select a general ledger account number from the Adjustment Reason Account drop-down menu and click Apply to all Reasons. d. To select a different general ledger account number for an inventory adjustment reason, click Edit next to the reason in the table at the Setting Up and Using the General Ledger Interface 5

bottom of the window, select a new general ledger account number from the GL Account Number column drop-down menu, and click Update. e. Click Return. f. Click Update. 10. Select one of the following options from the Center Mapping drop-down menu and click Update to determine the general ledger account number that will be used when exporting these inventory general ledger transactions: Select Office to use the office s general ledger center code that is recorded in the Office Information window. Select Company to use the company s general ledger center code that is recorded in the Company Information window. Selecting to use office center mapping allows you to post to different general ledger accounts at different office locations. 11. Click Return. To set up a general ledger exception You can set up general ledger exceptions by category. For example, if you want to credit discontinued frame sales to a particular general ledger account, you can add an item type category to the frame and map that item type to the general ledger account as an exception. Frames will continue to be credited to the normal general ledger account, but discontinued frames are credited to the alternate general ledger account. 1. Open AcuityLogic Admin. 2. Click Company and select Company Setup. 3. Click the GL Setup hyperlink next to your company s name. 4. Click Edit next to the inventory transaction type that you want to modify. 6 Setting Up and Using the General Ledger Interface

5. Select Item Type from the Account Mapping column drop-down menu. 6. Click Map Item Types. 7. Click Add Category Exceptions. 8. Click Add Setup to create a new exception or click Edit to modify and existing exception. 9. Select an item category from the Item column drop-down menu. S Item categories are maintained in the Custom Attributes window. Click Product, select Custom Attributes, and expand the GL Categories group. Additionally, ensure that GL Category is mapped to the appropriate item types, just as other attributes are mapped to item types. Click Product, select Item Type, click Edit, and select GL Category in the Extra Feature column. Press the Ctrl key as you click to select multiple features. Click Update to save your changes. Setting Up and Using the General Ledger Interface 7

10. Select a general ledger account from the Account Number column drop-down menu. 11. Click Insert or Update to save your changes. To assign office-based account segments 1. Open AcuityLogic Admin. 2. Click Company and select Company Setup. 3. Click Offices. 8 Setting Up and Using the General Ledger Interface

4. For each office perform the following steps: a. Click the Office #. b. Type the account segment for the location in the GL Center text box. c. Click Save. S The GL Center code must be the same number of digits as specified for the location segment size in MAS 90/ MAS 200. If no GL Center is entered, AcuityLogic will use the office number, or, depending on your preferences, AcuityLogic will use the GL Center entered in the Company Setup. To enable the general ledger interface 1. Open AcuityLogic Admin. 2. Click Company and select Company Setup. 3. Click your company name. 4. If you are exporting transactions from your whole company as one location, type the location segment of your accounts in the GL Center text box. If you plan to export transactions where each location has its own subaccounts, type zeros. S The GL Center code must be the same number of digits as specified for the location segment size in MAS 90/MAS 200. Setting Up and Using the General Ledger Interface 9

Exporting Transactions from AcuityLogic 5. Select MAS 90/200 from the G/L Interface Package drop-down menu. 6. Click Save. Exporting Transactions from Acuity- Logic 1. Open AcuityLogic BackOffice. 2. Click Accounting and select Reports. 3. Click General Ledger Summary (AC111). 4. Select the Month & Year. The monthly close must be completed for the month selected. 5. If needed, deselect the Include Accounts with No Posting check box to exclude accounts with no transactions. Accounts with no posting are not included in the export file. Deselecting the check box excludes those transactions from the General Ledger Summary report that is generated and may help in reconciling the report against your export file. 6. Click Generate Report. AcuityLogic generates the report. This may take several minutes. 10 Setting Up and Using the General Ledger Interface

Exporting Transactions from AcuityLogic 7. Click Export to GL. 8. When prompted, save the export file. S While you can view the export file in Microsoft Excel, do not modify or save the file; doing so will corrupt the structure of the data and render it unreadable by MAS 90/MAS 200. If nothing happens when you click Export GL, ensure that your web browser allows pop-up windows for your AcuityLogic server. By default, the export file s name is based on the current date and is saved in your browser s default download folder. 9. Optionally, copy the file for archival or backup purposes. 10. In Windows, change the name of the export file to a generic file name (e.g., alimport.csv). If you have previously exported transactions for MAS 90/ MAS 200, use the same file name that you already used. 11. Copy or move the export file to a folder MAS 90/MAS 200 will be able to access. If you have previously exported transactions for MAS 90/MAS 200, use the same folder that you already used and replace last month s export file. MAS 90/MAS 200 looks for a single file name in a single location, which you specify when you set up the exchange; therefore, it is important that you use the same file name and location each month. Setting Up and Using the General Ledger Interface 11

Setting Up the Interface in MAS 90/MAS 200 Setting Up the Interface in MAS 90/ MAS 200 If this is the first time you are importing AcuityLogic transactions into MAS 90/ MAS 200, you can use the CSV file exported from AcuityLogic to create a new exchange profile. 1. Ensure that your account structure (i.e., segment type and size) match the account structure that you have set up in AcuityLogic. For more information about setting up account structure, refer to the MAS 90/MAS 200 support. 2. Export transactions from AcuityLogic. For more information, go to Exporting Transactions from AcuityLogic on page 10. 3. Open Sage MAS 90 Desktop. 4. Click Modules, select General Ledger, select Utilities, and select General Ledger Exchange. 5. If prompted to enter an accounting date, click OK to continue with today s date. The General Ledger Exchange Settings Wizard opens. 6. Click Next. 7. Select the Import Data radio button and click Next. 8. Select Transactions from the drop-down menu and click Next. 9. Type a name for the exchange, type a description as needed, and click Next. 12 Setting Up and Using the General Ledger Interface

Setting Up the Interface in MAS 90/MAS 200 10. Select Replace entry with imported entry from the Duplicate Transaction Procedure drop-down menu and click Next. Eyefinity does not recommend selecting the Allow Out-of-Balance Transactions check box. If needed, select the Create Source Journals as Needed check box. 11. Select the Create Sub Accounts as Needed check box and click Next. Eyefinity does not recommend selecting the Create Main Accounts as Needed check box. Instead, set up accounts manually. Refer to the MAS 90/MAS 200 support for more information. Setting Up and Using the General Ledger Interface 13

Setting Up the Interface in MAS 90/MAS 200 12. Click Next to bypass the transaction selections. 13. Select CSV from the Exchange File Type drop-down menu. 14. Click the folder icon to browse for the transaction file that you previously exported from AcuityLogic. 15. Click Next. 16. Select the Standard File Format radio button and click Next. 17. Click Finish. 14 Setting Up and Using the General Ledger Interface

Importing Transactions into MAS 90/MAS 200 18. Select the new exchange setting from the list and click Proceed. 19. When asked if you want to test the exchange prior to importing, click No. 20. Optionally, click Yes to view a report of accounts. Importing Transactions into MAS 90/ MAS 200 Perform the following steps to import transactions into MAS 90/MAS 200 If this is the first time transactions are being imported from AcuityLogic, go to Setting Up the Interface in MAS 90/MAS 200 on page 12. 1. Open Sage MAS 90 Desktop. 2. Click Modules, select General Ledger, select Utilities, and select General Ledger Exchange. 3. If prompted to enter an accounting date, click OK to continue with today s date. The General Ledger Exchange Settings Wizard opens. 4. Select the AcuityLogic exchange setting from the list and click Proceed. 5. When asked if you want to test the exchange prior to importing, click No. 6. Optionally, click Yes to view a report of accounts. Setting Up and Using the General Ledger Interface 15